Office Assistant

Note: This position is for part time (20 hours per week) and German language fluency is must.

office responsibilities/tasks:

serve as the point person for office manager duties including but not limited:

• Organizing the office layout and ordering stationery equipment

• Maintaining the office condition and arranging necessary repairs

• Mailing and postal services

• Order office supplies from various platforms

• Run errands

• Weekly communications about the Headcount presence in the office

• Manage the mobile phone contracts

• Coordinate with IT department on necessary equipment

(i.e. Head phones, keyboards, webcam etc.)

• Manage contract and price negotiations with various vendors

(car rental, hotels, print company, taxi etc.)

• Check all email accounts (info@ as well as HR@)

• Liaise with facility management vendors, including cleaning, catering and security services

• Provide general support to visitors

• Compliance tool updates related to facility management topics

Travel arrangements

• Hotel reservations for visitors, taxi, etc.

• Arrange/assist in visa applications

Marketing topics - contact person/coordinator

• Flyers, banner, business cards based on our CD/CI guidelines in
  cooperation with the Marketing team in India

Partner up with HR department on ad-hoc projects (if needed)

• Organize onboarding/offboarding for employees

• ONTIME reporting on a weekly base

Sick notes / work hours / overtime

Support Finance department on ad-hoc projects (if needed)

• Ensure that all ordered items are invoiced
• Scanning payment reminders/invoices

• Coordinate/update changes of daily allowances statutory regulations with Tom Antell
• Support queries / local contact assistance with suppliers, leasing partners
• Overview of leasing contingencies

Organize in-house or off-site activities:

• Team building events, celebration
• Townhalls, health day
• Conferences, holiday events